Administrative Coordinator

We are Olsson. We engineer and design solutions that improve the world around us. As a company, we promise to always be responsive, transparent, and focused on results – for our people, our clients, and our company.

We’re a people-centric firm, so it’s no surprise our greatest asset is our people. The impact this creates is an environment that encourages our people to grow and be creative with their talents. This approach builds a culture that is uniquely Olsson. It allows us to grow our people as we grow our business. This, in turn, creates a lasting impact on the world around us.

Job Description

Olsson is seeking a highly organized and proactive Administrative Coordinator to support our front desk and Transportation team in Oklahoma City. This role is designed for someone who enjoys balancing office coordination with hands‑on projects and technical support. You will help keep the office running smoothly while partnering with engineers, project managers, and technical staff to organize project information, prepare documents, coordinate schedules, and support accurate, timely project delivery.

The ideal candidate thrives in a fast‑paced, collaborative environment, takes ownership of details, and can shift comfortably between front office needs and project‑focused responsibilities. This position plays an important role in creating a professional office experience, strengthening team coordination, and helping transportation project teams stay organized and focused on client service.

Responsibilities

• Support front desk and office operations by welcoming visitors, managing incoming calls and mail, coordinating vendors, maintaining shared spaces, and helping create a professional and welcoming office environment.
• Assist with office events, employee engagement activities, community service opportunities, onboarding, office moves, furniture layouts, and operational initiatives.
• Provide day‑to‑day administrative support to the Transportation team.
• Coordinate calendars, meetings, video conferences, travel arrangements, training sessions, client visits, and team events.
• Support project setup, tracking, and closeout activities, including creating project folders, maintaining permissions, organizing records, and confirming information is complete and accurate across company systems.
• Maintain and organize project documentation using platforms such as SharePoint, Smartsheet, Deltek, Google Workspace, and Microsoft Office.
• Prepare, format, proofread, and assemble meeting agendas, minutes, reports, presentations, technical memoranda, correspondence, and other client‑ready deliverables.
• Assist technical staff with document quality control, formatting, version control, electronic filing, and final production needs.
• Prepare, track, and organize contracts, proposals, amendments, NDAs, MSAs, subconsultant documents, and other project‑related materials in accordance with company standards.
• Facilitate communication among project managers, technical teams, clients, vendors, subconsultants, and internal departments.
• Coordinate expense reporting, reconciliation, purchasing, office supplies, and other administrative processes.
• Respond to routine and non‑routine inquiries with professionalism, discretion, and strong customer service.
• Occasionally drive to off‑site locations for pickups, deliveries, meetings, or other business needs.
• Identify opportunities to improve administrative and project support processes, increase efficiency, and enhance the team and office experience.
• Working collaboratively with others.
• Taking ownership of your work and delivering high‑quality results.
• Creating organized, efficient processes that help technical teams succeed.
• Providing exceptional service to colleagues, clients, and visitors.
• Using your talents to positively affect communities.

What You Bring to the Team

• Associate degree in business administration or related field preferred.
• 3+ years of experience in administrative support, project coordination, office operations, or a professional services environment.
• Proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, Deltek, or similar business and project management platforms.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and shifting needs.
• Excellent written and verbal communication skills with a professional, customer‑focused approach.
• High attention to detail and a commitment to accuracy, document quality, and follow‑through.
• Ability to build trusted relationships with technical staff, project managers, leadership, clients, and business partners.
• Strong problem‑solving skills, sound judgment, and a proactive mindset.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Interest in supporting technical project teams and learning transportation‑related processes, terminology, and documentation.
• Physical ability to lift and transport items up to 30 pounds.

Why This Role?

In this role, you will be a key partner to the Oklahoma City Transportation team, combining strong office support with meaningful project coordination and document support. Your organization, attention to detail, and ability to anticipate needs will help technical professionals stay focused on delivering high‑quality transportation solutions for clients and communities.

Additional Information

Olsson specializes in engineering and design, client advisory services, planning, field services, and environmental. Improving the world has been our mindset from the very beginning, back when Olsson first opened for business in 1956. And it will be our mindset for years to come.

As an Olsson employee, you will:

• Be empowered to build your career with tailored development paths
• Have the possibility for flexible work arrangements
• Engage in work that has a positive impact on communities
• Participate in a wellness program promoting balanced lifestyles

In addition, full‑time employees will receive our traditional benefits package (health care, vision, dental, paid time off, etc.) and the opportunity to participate in a bonus system that rewards performance.

Olsson is an Equal Opportunity Employer. We encourage qualified minority, female, veteran, and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment or any employee because of race, color, religion, national origin, sex, sexual orientation, gender identity, gender, disability, age, military status, or other protected status.

Olsson understands the importance of privacy and is committed to protecting job applicants’ personal information. Pursuant to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the “CCPA”), this notice explains Olsson’s practices regarding the collection, use, and disclosure of personal information for job applicants residing in California. Please read this Notice carefully to understand our privacy practices.

For more information about the types of information we collect and how we use it in connection with your general access and use of our website, please review our general California Privacy Notice here .

Voluntary Self‑Identification

For government reporting purposes, we ask candidates to respond to the below self‑identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Olsson’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three‑year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.